SUPERFORM

Job Responsibilities: 

Executive Support & Calendar Management:​

• Managed complex executive calendars, appointments, meetings, reminders, rescheduling, and priorities across multiple departments and time zones.

• Coordinated daily schedules to ensure efficient use of the COO’s time and timely completion of high-priority commitments.

• Managed executive communication through email, WhatsApp, and virtual meetings.

• Proactively followed up on deadlines, outstanding action items, and executive priorities.

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Executive Communication & Correspondence:

• Drafted, reviewed, edited, and organized executive emails, business correspondence, reports, presentations, and internal communications.

• Prepared documents and materials on behalf of senior leadership.

• Coordinated communication between executives, employees, managers, customers, vendors, and external service providers.

• Maintained professionalism, accuracy, and discretion in all executive communications.

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Meeting Coordination & Follow-Up:

• Prepared meeting agendas, presentations, supporting documents, and briefing materials in advance.

• Attended meetings when required and prepared accurate meeting minutes.

• Documented decisions, responsibilities, deadlines, and action items.

• Followed up with responsible team members to ensure tasks and commitments were completed.

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Travel Management:

• Coordinated domestic and international travel arrangements, including flights, hotels, ground transportation, visas, and schedules.

• Prepared detailed travel itineraries and agendas for executives.

• Managed travel changes, cancellations, and last-minute adjustments.

• Ensured travel arrangements were organized, cost-effective, and aligned with business requirements.

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Business Operations Coordination:

• Coordinated day-to-day operations across Human Resources, Production, Customer Service, Sales, Marketing, Inventory, Quality Control, Finance, and Administration.

• Monitored departmental priorities and followed up on outstanding requirements to ensure completion.

• Worked across departments to identify bottlenecks, resolve administrative issues, and improve operational efficiency.

• Supported senior leadership in managing business priorities and ongoing operational projects.

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Standard Operating Procedures (SOPs):

• Developed, implemented, reviewed, and maintained Standard Operating Procedures across multiple business functions.

• Created SOPs covering HR, onboarding/offboarding, recruitment, production, packing, quality control, inventory, customs, invoicing, quotations, customer service, finance, and administration.

• Developed process manuals, checklists, forms, workflow documentation, and training materials.

• Regularly updated company processes to reflect operational changes and improve efficiency.

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Process Development & Improvement:

• Evaluated existing business processes and identified opportunities to streamline workflows, reduce duplication, and improve accountability.

• Designed structured workflows to ensure tasks moved efficiently between departments.

• Recommended operational improvements and more cost-effective systems where appropriate.

• Created step-by-step procedures to standardize recurring business activities.

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Workflow Automation:

• Built automated workflows using Jotform, Trello, Zapier, Microsoft 365, SharePoint, email, WhatsApp, and calendar systems.

• Automated employee notifications, leave requests, meeting reminders, task assignments, follow-ups, and operational reporting.

• Reduced repetitive administrative work by connecting multiple business applications.

• Tested, maintained, and improved automated workflows as company requirements evolved.

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Digital Forms & Internal Applications:

• Designed and implemented digital forms and internal applications for HR, production, maintenance, customer service, inventory, training, and employee documentation.

• Developed systems to improve the collection, routing, tracking, and accessibility of company information.

• Created structured digital workflows to replace manual administrative processes.

• Maintained and updated internal forms as operational requirements changed.

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SharePoint & Process Documentation:

• Created and maintained a centralized SharePoint-based company Process Bible.

• Organized SOPs, forms, policies, employee documents, training materials, and operational resources.

• Ensured company procedures and documentation were current, accessible, and logically organized.

• Maintained centralized digital records to improve knowledge sharing and business continuity.

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Onboarding and Offboarding:

• Coordinated employee onboarding and ensured required forms, documentation, access, and training materials were completed.

• Maintained onboarding checklists and structured onboarding processes.

• Coordinated offboarding procedures for departing employees.

• Managed access removal, documentation, records, and other employee exit requirements.

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Human Resources Administration:

• Maintained employee records, attendance information, leave documentation, employment forms, personnel records, and HR files.

• Managed employee-related administrative processes and documentation.

• Assisted with HR policies, procedures, internal forms, and employee communications.

• Ensured HR information remained organized, confidential, and accessible to authorized personnel.

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Talent Acquisition & Recruitment:

• Posted job vacancies through Indeed and other recruitment platforms.

• Reviewed, organized, and screened applicants based on position requirements.

• Coordinated interviews between candidates and management.

• Developed structured recruitment, interview, hiring, and onboarding workflows.

• Assisted management in evaluating candidates and identifying suitable applicants.

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Production & Operational Reporting:

• Assisted with preparation and maintenance of production reports and operational documentation.

• Supported inventory tracking, warehouse records, preventive maintenance documentation, and machine/process information.

• Assisted with Quality Control documentation, testing procedures, tracking systems, and operational forms.

• Coordinated information between production, warehouse, QC, and administrative teams.

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Inventory & Warehouse Administration:

• Assisted with inventory tracking, stock records, warehouse documentation, and operational forms.

• Coordinated information relating to product movement, stock levels, and production requirements.

• Supported implementation of systems for improved inventory visibility and record accuracy.

• Maintained organized inventory and warehouse documentation.

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Quotations & Invoicing:

• Prepared, reviewed, and revised customer quotations.

• Supported customer invoicing and related administrative processes.

• Maintained pricing information and updated company price lists.

• Ensured quotations and invoice-related documentation were accurate and properly recorded.

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NetSuite Administration:

• Performed administrative functions within NetSuite.

• Generated and maintained A/R Aging reports.

• Updated pricing and customer-related information.

• Assisted with quotation, invoicing, finance, and operational records within the system.

• Ensured information entered into NetSuite remained accurate and current.

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Accounts Receivable & Financial Administration:

• Assisted with accounts receivable monitoring and A/R Aging reports.

• Supported invoicing, payment tracking, and customer account administration.

• Maintained financial and payment documentation.

• Followed up on required financial information and outstanding administrative actions.

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Payment Administration:

• Assisted with payment setup and administration through Wise Business and Hubstaff.

• Created step-by-step payment procedures and internal documentation.

• Maintained account information and payment-related records.

• Supported implementation of efficient and accurate payment workflows.

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Credit Verification & Company Research:

• Conducted customer and company credit verification using Dun & Bradstreet (D&B).

• Researched business and credit information when evaluating customers or companies.

• Coordinated follow-ups where additional verification or documentation was required.

• Maintained organized records of credit verification activities.

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Cost Reduction & Systems Evaluation:

• Reviewed existing HR, timekeeping, operational, and administrative platforms to identify more cost-effective alternatives.

• Conducted research and comparisons of software features, pricing, and business suitability.

• Recommended solutions designed to improve efficiency while controlling operating costs.

• Assisted leadership with evaluating systems before implementation.

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Research & Needs Assessment:

• Conducted research to identify operational requirements, business needs, software solutions, and process improvements.

• Compared available tools, services, and platforms based on functionality, cost, and suitability.

• Presented findings and recommendations to management.

• Assisted with implementing approved solutions and procedures.

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Project Management:

• Supported executive and operational projects from initial research through implementation.

• Coordinated tasks across cross-functional teams and monitored project progress.

• Tracked deadlines, responsibilities, dependencies, and outstanding requirements.

• Followed up with internal and external stakeholders to help ensure timely project completion.

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Database & File Management:

• Maintained organized electronic records for contracts, employee files, company documents, correspondence, procedures, and operational records.

• Established logical file structures and naming conventions to improve document retrieval.

• Ensured records were updated accurately and stored in appropriate company systems.

• Maintained confidentiality and controlled access to sensitive documentation.

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Software & Systems Administration:

• Maintained and updated multiple business platforms including Trello, NetSuite, HubSpot, Microsoft 365, SharePoint, OneDrive, calendars, and Kaizen Hub.

• Ensured information across business systems remained current and accurate.

• Assisted employees and management with system-related administrative requirements.

• Learned and implemented new platforms as business needs evolved.

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Confidentiality & Discretion:

• Handled sensitive executive, employee, financial, customer, contract, and company information with a high level of confidentiality.

• Maintained strict discretion when working with executive correspondence, HR documentation, financial information, and internal business matters.

• Followed company requirements regarding access, storage, and sharing of confidential information.

• Maintained professionalism and discretion in all interactions with internal and external stakeholders.

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Independent Executive & Operational Support:

• Worked independently with minimal supervision while managing multiple priorities simultaneously.

• Proactively identified outstanding tasks and followed through without requiring constant direction.

• Adapted quickly to changing priorities, new assignments, systems, and operational requirements.

• Served as a dependable extension of executive leadership by ensuring important details, deadlines, and follow-ups were consistently managed.